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Payments to settings for placements

In recognition of the valuable support provided by settings in supporting placements, most Faculty of Education placements offer a financial contribution, to be utilised by the setting however they wish.

Payments are fixed amounts, which are agreed, prior to the release of the placement request documentation, for the following academic year.

The confirmation of a placement allocation forms an agreement between Edge Hill University and the partner setting. Therefore, acknowledgement of the placement allocation is made in writing by email to each setting and should confirm the requirements and any corresponding payment amount as a formal record and to serve in the absence of a purchase order.

We do not require an invoice for payment to be released, as we have robust internal process to capture this, to reduce the workload for both parties.

How will we be paid?

All payments are processed by BACS transfer. Unfortunately, we are no longer able to issue payment by cheque and apologise for any inconvenience this may cause.

If we have not made payment to you previously or in a number of years, we will need to activate your supplier account before any payment can be released.

To do this, we would need you to provide your settings bank details, preferably on your letter headed paper (for audit and security purposes), so that we can release the payment.

To activate your supplier account please email the Partnership Finance Officer, Rebecca Fradley at [email protected] and provide the following information:

  • school name
  • postcode
  • bank account name
  • bank account number
  • sort code
  • email address for remittance advice

When will payment be released?

Payments are released after the placement has been completed and following the submission of the relevant paperwork. Edge Hill University is unable to make any payments to settings without the auditable documented evidence being submitted to and received by us, to confirm that the placement has taken place as agreed. This is a requirement under Edge Hill University’s Financial Regulations for audit and monitoring purposes. Payment will be issued on the next available payment run following the submission of the documentation.

We operate BACS payment runs twice per month, normally the second and last Friday of the month.

What is required for payment to be released?

We do not require an invoice to initiate the release of payment and respectfully request that partner settings do not submit invoices, as this can cause confusion and delays in our financial processes.

Only the following documents can be accepted as auditable documented evidence to trigger the release of payment:

Placement statusRequired document to trigger payment
Full completion of placementEnd of Placement Report/ Summative Report
Part completion of placementEarly Conclusion of Placement Form
Enhancement placementAttendance Record

Where does the documentation to trigger payment need to be sent?

Although students are asked to submit the documentation, we recommend that settings request to be copied into the submission email, for their confirmation that this has been actioned. We recommend copies of the relevant documentation be retained by the partner setting for future reference in case of any issues.

The email address for the submission of the documentation is as follows:

Full completion of placement (including enhancements):

Part completion of placement:

How will we know when payment has been sent?

You will receive remittance advice via an automated email from [email protected] to confirm when the payment has been released, this will contain the student’s names to which it relates. Payment should then appear in your bank account within three working days of the remittance email being received.

If you have not received a remittance email, please check any spam folders in the first instance, as these are automatically generated, and they can often be filtered as junk by the high security of school email accounts. If you are still unable to locate this, please email the Partnership Finance Officer, Rebecca Fradley at [email protected] who can look into this and provide a copy for your records.

What happens to the payment if students do not complete their placement in full?

In circumstances where students do not complete their placement in full as originally agreed, for whatever reason, any payments will be subject to a reduction on a pro-rata basis, to fairly represent the work undertaken. An Early Conclusion of Placement Form should be completed by the setting and returned to [email protected]. A blank copy of the Early Conclusion of Placement Form can also be obtained from this email address.

More details of this can be found within the Partnership Agreement.